Enter No-Number Part Line, Purchase Order

Explanation

The purchase order is built in two levels, consisting of an order header and one or more order lines. Use the No Part Order Lines tab to enter purchase order lines for parts without part numbers (no-number parts).

A purchase order for purchase of no-number parts is useful when you intend to purchase a part only once and do not want to enter the part in the purchase part record.

You can enter arrivals directly for order lines without part numbers on this tab. 

Sometimes the description turns out to be lengthy. In this case, select the line, right-click and then click Text Processing. See the corresponding activity description.

For no part purchase order lines to be included in intrastat reporting, the Intrastat Affected check box needs to be selected. This check box can be selected manually without having a customs statistic number or a purchase group in the part line. The customs statistic number will be fetched from the purchase group relevant to the part while selecting the Intrastat Affected check box, or it can also be entered manually after selecting the Intrastat Affected check box.

Prerequisites

• The purchase order header must have been entered and saved.
• Enter the technical coordinator, if applicable, on the Inventory Basic Data/Technical Coordinators tab.

For Intrastat collection - the following prerequisites apply;

• The Intrastat Affected check box must be selected in order to enable the Net Weight and Customs Statistic Number fields.

System Effects

• As a result of this entry, an order line will be entered. The order line will receive the Released status.
• If a supplier assortment has been entered, the system checks to see whether a purchase agreement for this particular supplier assortment exists. If one does exist, the agreed terms (discount and additional cost) are retrieved from the applicable purchase agreement. If more than one valid purchase agreement exists, the one with the latest supplier agreement date will be retrieved.
• If you are working with centralized purchasing, the system checks to see whether the entered site on the line (i.e., the demand site) is the same as the site on the header (i.e., the purchase site). If this is not the case, the Central Order check box on the order header will be automatically selected. If the sites do not belong to the same financial company, any preposting information saved on the header will not be inherited by the line.
• If the company tax regime is VAT or Mixed, the tax code will be retrieved from the supplier. If only the Taxable check box is selected, tax codes of the type Calculated VAT (for EC Suppliers) or No VAT (for Import Suppliers) can be specified. If both the Pay Tax check box and the Taxable check box are selected, tax codes of type VAT must be specified.
• If the company tax regime is VAT and the Use Price Incl Tax check box is selected, the Price/Curr, Price/Base and Additional Cost fields are non editable and the price is calculated based on the price including tax value and the tax code. The additional cost amount is calculated based on the tax code and the additional cost gross amount. The Price Incl Tax/Curr, Price Incl Tax/Base and Additional Cost Gross/Curr fields are editable.
• If the company tax regime is VAT and the Use Price Incl Tax check box is cleared, the Price Incl Tax/Curr, Price Incl Tax/Base and Additional Cost Gross/Curr fields are non editable and the price including tax is calculated based on the value entered for the price and the tax code. The additional cost gross amount is calculated based on the tax code and the additional cost net amount. The Price/Curr, Price/Base and Additional Cost/Curr fields are editable.
• If the company tax regime is Sales and the parts are taxable and if the Pay Tax check box is selected, the tax code will be retrieved based on the Ship-from (Supplier) or Ship-to (Company) address for domestic suppliers.
• If both the Pay Tax check box and the Taxable check box are selected, based on the amounts exclusive of tax fields, the amounts inclusive of tax are automatically calculated and displayed in the respective fields.

Window

Purchase Order

Related Window Descriptions

Purchase Order
Purchase Order/No Part Order Lines

Procedure

1. In the Purchase Order window, click the No Part Order Lines tab, and then select New.
2. In the Description field, enter a description of the part. If the description seems to be lengthy, select the line, right-click and then click Text Processing.
3. Enter the quantity of parts to be purchased, the purchase unit, and price/currency in the appropriate columns.
4. Save when completed.

Optional steps (remember to save your entries):

• Enter the short code for the supplier assortment if the no-number part belongs to a defined supplier assortment. The short code can be entered either manually or by using the List of Values.
• Enter the short code for the purchase group directly in the Purchase Group field, or search for it by using the List of Values.
• In the Discount and Additional Cost Net/Curr or Additional Cost Gross/Curr field, enter any reduction and supplementary cost per purchase order line. If you have a purchase agreement with the supplier for the specified supplier assortment, the information from the purchase agreement is used. The values can be changed manually.
• If the purchase no part line is to be used to order services from contractors, the Contractor check box should be selected. The Purch UoM field of the line will be set to h(hours) and other fields that are not related to Project Reporting for Contractors will be reset after the record is saved.

Note: If you enter additional cost amounts directly on the Additional Cost Net/Curr or Additional Cost Gross/Curr field, you will not be allowed to enter additional cost details using additional cost types via the right-mouse button menu.

• Change the planned date of arrival, planned delivery date, and wanted delivery date if needed.
• If IFS/Invoice is installed, the default value for the invoicing supplier will be the value stated on the purchase order header. If you use a centralized purchasing process and the site on the line does not belong to the same financial company as the purchasing site, the default invoicing supplier is retrieved from the supplier. However, it is possible to choose another one if appropriate.
• In the Hide Price field, choose from among the following:
  Hide nothing - Information of the purchase part is printed on the purchase document.
  Hide the price - The price is not printed on the purchase document. Furthermore, this order line is not included in the calculation of the total amount of the purchase order.
  Hide everything - Price, reductions, and quantity are not printed on the purchase document. Furthermore, this order line is not included in the total amount of the purchase order.
• Enter whether you should order a confirmation reminder and delivery reminder.
• Specify the technical coordinator either manually or by using the List of Values.
• If centralizing the purchase, you might want to change the site that is going to receive the parts in the Site field.
• If tax is charged, select the Pay Tax check box. If the company tax regime is VAT or Mixed, specify a value in the Tax Code field. If the company tax regime is Sales Tax, specify a value in the Order Line Taxes window. To access this window select the row, right-click and point to Order Line Details and then click Order Line Taxes. 
• You can change the purchase payment type, if necessary, for this particular purchase order in the Purchase Payment Type field.

Optional steps related to intrastat reporting;

• Select the Intrastat Affected check box.
• Select the customs statistic number from the List of Values, or enter a value manually in the Customs Statistic Number field. The corresponding description will then be fetched into the Customs Stat Desc field.
• A value for the intrastat conversion factor needs to be entered if the customs statistics number has a relevant customs unit of measure (UoM). This involves manual calculation.

Note: It is possible to generate the intrastat report even if you do not have a value for net weight but it is a must to have a value for the Customs Statistic Number field.

Enter purchase order arrival.

1. Select the line to be entered as arrived. Right-click and then click Receipt.
2. The part is now entered as both arrived and received. No financial transactions are made before invoicing control, which is done in IFS/Invoice module.

Note: Order lines that are defined as Contractor cannot be received.